Assistant Manager (Owner Associations / Community Management) - RAK Properties

Qureos Inc; United Arab Emirates; On-site; AED 120,000 - 200,000; Full time

Job summary

A property management company in the United Arab Emirates seeks an Owners Association Manager to oversee the overall management of communities and Owners Associations. The ideal candidate should have a minimum of a graduate degree in a relevant field, professional certifications, and at least 5 years of management experience. Responsibilities include financial management, vendor negotiations, and community engagement. This role offers a pivotal opportunity to shape community living standards and operations.

Qualifications

• Minimum graduate degree from a reputed university.
• Professional Community Management certifications.
• Minimum 5 years of experience in a similar role.

Responsibilities

• Manage relationships with OA Board Members and Homeowners.
• Prepare budgets for community service fees.
• Conduct regular inspections of the community.
• Oversee vendor management and procurement processes.

Skills

Customer interaction

Problem analysis

Presentation skills

Financial explanation

Contract handling

Attention to detail

Education

Graduate degree in engineering or architecture

Professional Community Management certifications

Job description

The Owners Association Manager is responsible for overall management of the communities and Owners Associations (OA) in compliance with the Jointly Owned Property Law which will be implemented in the Emirate of Ras Al Khaimah. This includes, but not limited to site operations and supervision, financial & general management, relationship management with OA Board Members, Owners, Service Providers, Contractors and all other entities who directly or indirectly contribute to the management and operations of the communities.

The OA Manager has Coordinators, Supervisors and Site Inspectors as direct reports.

Key Responsibilities

• Manages relationships with OA Board Members and Homeowners / Residents.
• Caters to the secretarial and administrative requirements of the OA / OA Board Members (minutes of meetings, reports, presentations, letters, notice etc.).
• Plans, organizes, manages, conducts or chairs OA Board Meetings for OA related businesses.
• Manages Financials, insurances and related claims execution.
• Manages Common Areas and services therein (buildings, facilities, infrastructure, landscaping, soft and hard services).
• Manages contracts or agreements with all parties who conduct business or transact with the OA, as may be applicable from time to time.
• Manages and ensures comprehensive records and systems are appropriately kept and filed (record keeping in line with the Association Constitution).
• Manages Reviews and implements methods for regular communications or updates with members of the OA, residents etc.
• Liaises with government authorities on issues pertaining to the OA, as often or as required from time to time.

Management of OA Financials

• Prepares budgets for the community service fees in consultation with the management team and all related parties.
• Present budget to the management / OA Board as may be applicable from time to time for approvals.
• Liaises with any relevant government office and seek approvals on the community service fees where required.
• Manages the process for invoicing community service fees to all homeowners.
• Manages the community service fee collections process by continuously following up and implementing strategies to ensure maximum collections.
• Manages the community service fee budgets by exercising due diligence and cost control to ensure expenses do not exceed the budget.
• Manages the OA cash flow through revenues and expenses, escalating as appropriate to Senior Management and OA Board Members on shortfalls due to collections.
• Reviews incoming invoices and process the same for timely payments to respective parties.
• Reviews and suggests initiatives to increase community income and cost savings.
• Pursues recovery of outstanding community service fee from defaulting units.
• Prepares regular financial reports with the help of available team or otherwise.

Management of Vendors and Procurement

• Manages all vendors (contractors, suppliers, service providers etc.) who transact with the OA and prepares or reviews Request for Proposals or procurement requirements for the OA.
• Reviews, negotiates and prepares reports on recommendation and analysis on the procurement requirements.

Community / Building / Site Management

• Conducts regular inspections / audits of the assigned community and drives proactive resolutions to ensure the standards are maintained at all times.
• Reviews service provider / contractor performance.
• Reviews work schedules, service level agreements, reports and scope of works to ensure the best of standards are maintained at all times.
• Organizes regular meetings with service providers to drive overall site management.
• Advises Senior Management on any non‑conformance or non‑performance of service providers and recommend appropriate actions to be taken (proactive, reactive or corrective).
• Manages process to proactively update Senior Management on any maintenance requirements.
• Ensures all statutory requirements are fulfilled and up to date.
• Continuously reviews and resolves all health and safety issues.
• Manages crisis and emergencies at any / all times of incident and reporting the same to respective authorities, whilst escalating the same through established policies and processes.

Customer Services

• Ensures timely customer communications to customer via established channels and recommends ways to enhance the same.
• Resolves customer complaints and minimizes issues escalated to Senior Management and OA Board members.

Community Events

• Plans and organizes community events promoting the spirit, wellbeing and cohesiveness of the community.
• Develops communication methods to market the event and increase footfall.
• Prepares presentations and analysis as may be required from time to time.

Team Management

• Supervises team activities to ensure required / expected standards are met.
• Identifies and recommends team's professional development.
• Conducts appraisals for team members.
• Provides performance feedback to team members for continual improvement.
• Delegates work with clear instructions to team.

Requisite Qualifications

• Minimum graduate degree from a reputed university with qualifications like engineering / architecture preferred.
• Professional Community Management certifications.

Experience Requirement

• Minimum 5 years on the same level of experience preferably in a medium to large organization.

Skill Sets

• Ability to interact tactfully and effectively with customers.
• Strong problem analysis, solving and research skills.
• Strong presentation skills both verbal and literal.
• Ability to explain financials to customer / management.
• Ability to convey message politely, tactfully and confidently in conflicts or challenging situations.
• Contract handling & tender process experience.
• Strong attention to detail.